ITC (Information Technology Council) Meeting September 21, 2005 Minutes Attendees: Paul Cuddy, Gerald Wyckoff, Roger Pick, Brenda Dingley, Sharon Bostick, Tom Sandreczki, Forrest Weddle, Justin Malyn, Tom Brenneman, Andy Goodenow (representing Mel Tyler), Absent: Larry Gates, Marcus Leach, Mary Lou Hines, Paul Rudy, Cynthia Amyot, Tim Cole, Jeffrey Rydberg-Cox, Janet Carnett, The meeting began at 2:30 PM with the approval of the August 24, 2005 minutes (All minutes are maintained in the ITC folder on Exchange at: All Public Folders \ Kansas City \ Committees \ ITC). Meeting minutes and policy revisions to be approved at each upcoming meeting are available prior to the meeting in the ITC review. At the request of ITC members, an email will be sent when these materials are placed in the folder. Old Business A copy of the Network Policy (revision dated 14 September) was distributed to all ITC members which incorporated the changes recommended at the 24 August meeting. To accommodate the changes recommended the policy has been revised to 16 items instead of the original 14 policy items. ITC members also learned that the “Data Jack and Shutdown and Reconnect” document which supports this policy is still under development and will be shared at an upcoming meeting. Hyperlinks have been added to the policy as recommended at the August meeting. Following careful review, edits were recommended for policy item #10. This revision will appear in the policy copy which will be presented for approval at the October meeting. Other significant changes to the policy related to policy item #15(3). The ITC agreed that all policies should be reviewed every 3 years or more frequently if needed to accommodate technological advances. New Business discussed at the August 24 meeting Policy Review Discussion took place concerning the need to spell out how ITC approved policies are approved and introduced and disseminated to faculty and staff. The ITC believes that each approved policy should be formally presented to the Faculty Senate (not simply submitted as an ITC meeting minute attachment). For complex policies a concise summary of the key points of highest interest to faculty and staff should accompany each policy. At the very least each approved policy should also be presented to the IT liaisons and consideration should be given to the most efficient way to communicate September 2005 Minutes 1 policies to faculty and staff. Paul Cuddy agreed to share these concerns with Mary Lou Hines and to report back to the ITC at an upcoming meeting. Tom presented a concise summary of the Information Services Update – January thru July 2005 by presenting the top IT projects and updating the ITC on the progress which has been made and the impact each initiative is likely to have on campus. Discussion centered around replacement of DEC hubs, Security, Wireless implementation, network redesign, cell phones, SMS implementation, and Unity Voice mail. A suggestion was made to attach a dollar value to each initiative, so that ITC members would be better positioned to begin to assess the relative priority of the top IT initiatives versus competing use of IT funds, e.g., unit computer labs.. Version 1.0 of the Email Filtering policy was distributed for initial review by the ITC. Roger Pick and Gerald Wyckoff each agreed to review the policy prior to the October meeting and to forward their suggestions to Justin Malyn who will be responsible for returning a revised version of the policy for general ITC review at the October meeting. ITC members felt that at an upcoming ITC meeting, an agenda item be devoted to a discussion of overlapping issues which impact IS and Communications. The ITC felt that an appropriate time to take this item up would be when the server use policy was discussed. Next ITC Meeting The following dates were set for upcoming ITC meetings. All meetings will occur in the Hyde Park Room from 2:30-4:30PM. 19 October 16 November NO December meeting is planned The meeting was adjourned at 3:45 PM. September 2005 Minutes 2